General Rules and Guidelines

Gearogs is a community-driven site, and as such, everyone is welcome and encouraged to contribute. With that in mind, we have a few rules and guidelines that we ask that you familiarise yourself with in this document first.

The following document is divided into two main sections: rules and guidelines. Rules must be followed, guidelines are best practices that should be worked towards. The rules are derived from the Discogs rules.

There are some places here where we refer to ‘the object’ to keep it broad and cover all gear types.


As long as the rules are followed, the data is valid to be entered. Subsequent edits must improve the data, following the guidelines.

Valid Information

Unlike Discogs, you do not have to have the exact gear in front of you to make a database submisson. However, please ensure the information you're using comes from a legitimate and reputible source, like the manufacturer's website, or a set of high quality images that gives enough detail of the object. Objects can be submitted before the public release date, but the object must already be manufactured.

External Sources

Sources of information external to the object itself may be added. External sources of the information (for example websites, word of mouth, books etc) must be declared in the submission notes, explained in the object notes, and be verifiable as far as possible. Website links can be added to the link section in the submission form. Unsubstantiated information may be removed or rejected.


Gearogs only catalogs objects that have been made available to the general public, either as commercially sold objects, or as free give-aways. This means that custom-built or adapated items are not suitable for submission on Gearogs.

List any objects that were initially sold as a package (by the company) as one object, no matter what the packaging. Packaged objects that are also made available individually are treated as separate objects. Objects where we are uncertain if they were sold as a package can be entered as separate objects. Objects that are obtained after the sale via a coupon or other method should be entered as individual objects.


Bootleg, counterfeit, or pirated items are not eligible for submission.

Required Fields

Objects cannot be submitted to the database unless they contain a certain minimum of information. This is indicated by an asterisks on the submission form. The information cannot be submitted until these fields are completed.

Unique Objects

The databases allow the entering of all versions of a object. In order for these to be accepted, you must provide enough information to distinguish the different versions of a object. It may be important to provide as much information as possible, and any identifiable marks.

If the difference is subtle, you must explain the difference in the notes, or with images, or by any other effective means, in order that future users can tell their versions apart by referring to the entry.


The guidelines are meant as best practices that should be worked towards. These guidelines attempt to capture a good set of rules of thumb but are not meant to applicable in all cases.
When in doubt, ask the Forum.

Capitalization & Grammar

The standard Gearogs (and all -ogs sites) rule for text that is not a complete sentence is the First Letter Of Each Word Is Capitalized. All other text (notes, comments etc) should follow standard English capitalization rules.

Roman Numerals

Roman numerals should be entered using standard upper-case letters I, V, X, L, C, D, M.


When using a slash between two words, please use a space on either side of it, for example: ABC / XYZ.

Dashes and Minus -

Avoid the use of the minus sign - for anything other than negative numbers. For denoting the range of controls, use the lower case to, as in 0 to 10, Slow to Fast, etc. For control and connector groups, use :, for example LFO 1: Speed.


Some exceptions on the capitalization and grammar guidelines apply:

  • Names which have consistently unique letter-casing will be accepted with proof that that spelling is used consistently and intentionally. This also applies to name particles (e.g. van, von, di, de, la, etc.), which can be in lower case if that spelling can be shown to be used consistently.
  • Acronyms and initialisms should follow what is written on the object, including any punctuation if used.
  • Abbreviations, contractions and hyphenations should start with a capital letter. The rest of the words capitalization should follow as on the object, except where all caps have been used, which should be turned to lower case.
  • Intentional capitalization of abstract object or model names can be entered as on the object. An abstract title is defined as a word or series of characters that doesn't have a meaning in any language (eg. TR-808).

Splitting objects already in the database into unique objects

If an object contains multiple versions (for example, different colors, or different country or region versions), the most common version should remain as the existing object, and the less common versions should be split off into new objects.

Manufacturing variations should not be counted as a unique object.

If there are multiple different versions of a object, and you only have one of them, only submit the one you have.

The existing object should be updated after a new version is accepted to the database to make it clear it does not represent the newly added version.

Do not keep names that are not present on the version of the object you are submitting (for instance when using Add One Like This).

Submission Notes

This section must be used to describe your submission or update.
Good submission notes help greatly in both verifying the information was added or updated correctly, and for the future when reviewing the object history.

For example, on new submissions, disclose the source of the information, confirm you have checked all the links, and describe or explain anything out of the ordinary etc.

For edits, please provide a brief description of the edit, and note the source of the information. Please describe anything that may be potentially confusing about your submission.

You may also use this section to respond to comments from other users when resubmitting a rejected object, or to clarify information.

Errors, Missing, and Conflicting Information

The general principle of entering information into Gearogs is to reflect what is written on the object and user manual as much as possible. When the information printed on the object does not match the actuality of the object, enter the actuality, and outline the error in the Notes field.

It is important at all times to communicate the errors and nature of the correction with other users, using the Notes and the Submission Notes. Any doubts should be discussed in the forum. If the doubt remains, the object should not be updated, but the doubt can be noted in the object notes.

Creator Intent

Titles and names must be entered as closely as they appear on the object, except where there is a proven error that deviates from the intent of the creator.

Conflicting information

For conflicting information printed on different parts of the object, the most complete and correct version should be chosen. If it is not apparent which is the most complete and correct, the boldest version should be chosen. Any differences must be explained in the Notes field.

Missing or damaged parts

A submission can be made when the submitter possess a object with missing or damaged parts. The submitter must have enough of the object in their possession to reasonably guarantee the basis of the submission is correct. There must be clear notes and submission notes left stating the missing parts that were not available at the time of submission.

External information can be used to fill in missing information in this case, but the submitter must state what information has been externally sourced, and cite the source. The information must be reasonably seen to be accurate.

Unicode, Formatting, and HTML

All text should be entered using Unicode where applicable.


Text formatting using HTML or other Text Formatting should not be used in any parts of the object data.

Transcribing Graphics

Transcribing graphic design decisions, such as reverse letters, additional punctuation, letter substitution etc, should be avoided.


Names is a generic description for use with entities such as makers, companies, series, brands, designers, and all other such things.

Entering a name that has not already been entered will create a new page listing the objects that name has been listed on. It is important that we try to keep names as organized as possible. If a name has already been added to the database it will appear beneath the field.

Names Starting with The

For credit names beginning with The, the name should be entered as The Name.

Conflicting Names

Different entities with the same name (for example, two artists named John B) should be entered as John B and John B (2). The (2) is not part of the name but is used to distinguish the two names. If you need to create a third, use (3) and so on.

Never swap about the suffixes, once an entity is designated a numerical suffix, the entity must remain with that suffix. The suffix has no relation to popularity or historical order.

Normally, listing the main name (usually the largest name, brand, or logo on the release) is sufficient for cataloguing purposes. You can optionally list other names mentioned on the object. Sometimes, the only way to describe a Unique Object is to mention one or more of these names, in this case, it becomes mandatory to add them.

Latin Transliteration

If the entity uses a Latin transliteration of their name on most releases, that should be the Primary Name.

If an entity's name's native spelling uses non-Latin characters, but the artist is well known in countries which use Latin characters, and has a Latin transliteration of their name, there should be a preference for having that Latin transliteration as the Primary Name.

Borderline cases must be discussed in the forums and reasonably resolved before any changes are made. Try to take into account the credit's popularity in different countries, how the majority of objects indicate their name, and what will be easiest for the majority of users.

Compound Names

When an entity is presented as Name1 (Name2) or Name 1 AKA Name 2, the name before the brackets or aka is considered the focal credit and should be credited.

If the name in brackets, or after aka, is an alias then it can optionally be credited on a separate line. If the name in brackets is not a direct alias of the artist, it cannot be added as a credit, but can be mentioned in the notes.

Name Variations

Sometimes the spelling of a name on an object differs from the name the entity usually has. To reflect this information without having to dublicate the entity in the database for each such spelling, you can add a Name Variation.

Avoid using name variations for spellings that are intentionally different (eg. AFX and Aphex Twin), but reserve them to record information about different spellings of an entity name where it is unclear what should be the main spelling.

Merging Names and Renaming Submissions

You must edit each object if one names being represented by two or more pages.

Only duplicate names should be merged. Make sure you explain in the Submission Notes what you are trying to achieve.

You must edit each release to rename an entity.

Brand and Company Names

Please check (using the search function or the drop-down when entering a credit) for slight variations in the name. For example, a company using Ltd. and Limited are probably the same and should be listed on the same page. Meanwhile, a company with the location specified is a separate company and should be entered on its own page.

If there is no other way of distinguishing two different companies, then the usual (2), (3), etc. suffixes should be used.

Small Companies

For smaller independent companies, such a variation is usually unintentional, so you can normally adjust the credit or company name to match the existing entry. Please make a note of any adjustments in the release notes and the submission notes.

Large Companies

For larger major companies, (e.g. Disney) any difference may be significant, in terms of defining a separate branch, brand, or company. These should be entered as on the release, unless there is proof that it is simply a variation for the exact same brand or company.


Adding an image to your gear submission is not required, but it does improve the quality of your submission by providing more information about the gear and make it more appealing for other users to check out.

No images of plain packaging please. For objects enclosed in or including generic artwork, this artwork can be added, but the primary image must be the main object.

The images should be unmanipulated.

"Tabloid" type images of the entity outside of their main career (for example, James Brown's police mugshot, Britney Spears shaving her head) are not permitted.

You can add as many images of the item you want!

Image Formats

Accepted image formats are .jpg, .gif, .png, and .bmp. Up to 10MB in size.


Images should be good quality, face-on, readable, correctly oriented and free of any copyright, watermark, URL, or other marks. Images should be static, no animated GIFs please. They must be of the exact object they are attached to. Refer to the Discogs image guidelines on size and quality for more information.


Entity logos by themselves are fine to add as an image. Entity pictures with included logos are acceptable as long as the following points are observed.

  • The logo doesn't obscure the entity image to any great degree
  • The logo was officially put there e.g. no home made image mashups.
  • Company type images should usually be restricted to logos used by that company.

By uploading images to Gearogs you agree that the image meets one of the following requirements:

  1. Image is Public Domain (expired copyright or public from inception).
  2. You own the rights to the image and agree to make it available via CC0 "No Rights Reserved" license.
  3. Image is already made available through a CC0 "No Rights Reserved" license.
  4. Fair Use - any image representing a physical or digital product (e.g., label scans, packaging).

Copyrighted or otherwise illegal images will be removed, and the user may be held accountable for their inclusion.